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Administrative Specialist

2 months ago

Sherwood Park, Canada ACCLXT Full time

The Alberta College of Combined Laboratory and X-Ray Technologists (ACCLXT) is a not-for-profit Health Regulatory College. The role of the College is to follow prescribed legislation to regulate its registrants in the public's best interest.

Our registrants are a unique group of technologists trained to perform diagnostic services in rural areas.

Reporting to the Executive Director/Registrar and Complaints Director, the Administrative Specialist provides support to the ACCLXT office team in the areas of front reception customer service, managing and distributing the general office correspondence, facilitating and updating the content on the College’s website and social media page, and providing governance, registration, and examination support to the College’s committees and Registrants.

**KEY RESPONSIBILITIES AND DUTIES**

**Corporate Administration**
- Provide reception service as the first point of contact for callers and visitors to the ACCLXT, including responding to and redirecting phone calls to the appropriate ACCLXT colleague and providing other resources as appropriate.
- Manage/distribute incoming/outgoing mail and couriers.
- Order office supplies and maintain oversight on maintaining supplies and maintenance.
- Coordinate meetings, including scheduling, RSVP collection, confirmations to attendees, catering and set up, room bookings, video conference equipment, IT set up and support, clean up after the meeting, etc.
- Coordinate IT support, including service calls, installations, and repairs.
- Complete filing and archive record tracking.
- Maintain content on the College website and social media page.

**Governance**
- Provide administrative support for the ACCLXT Committees and Council.
- Attendance at Council and Committee meetings (typically 4 to 5 meetings per year), including preparing minutes.

**Registration**
- Maintain information in the Alinity database, including data entry and profile updates.

**Competency**
- Provide support on general questions from Registrants on the competency program.
- Provide support on the competency audits.
- Examination
- Provide support with the administration of the ACCLXT Registration Examination.

**KNOWLEDGE, EDUCATION, QUALIFICATIONS, EXPERIENCE, SKILLS, AND ABILITIES**
- Broad knowledge and understanding of office support and administration processes and tools.
- Working knowledge on functioning within various databases.
- Working knowledge with committees and councils or boards.
- Minimum of 2 years applicable work experience
- A certificate or diploma in administrative assistant from a recognized post-secondary institution is an asset.
- Ability to work in a team environment or independently.
- Ability to take initiative, be independent, resourceful, work well and effectively under pressure and meet deadlines in an organized manner.
- Ability to communicate clearly and professionally verbally and in writing, including being adaptable, receptive, and timely when communicating with others and possessing tact and discretion.
- Detail oriented.
- Proficiency when using all Microsoft Office Programs, Teams, and SharePoint.

**Job Type**: Part-time
Part-time hours: 20 per week

**Benefits**:

- Casual dress
- Flexible schedule
- On-site gym
- Paid time off
- Wellness program
- Work from home

Schedule:

- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Sherwood Park, AB T8H 0L8: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Microsoft Office and Teams: 3 years (required)
- Member/Registrant Database: 3 years (required)
- Website maintenance: 3 years (required)
- supporting a Council and/or committees: 3 years (required)

Work Location: Hybrid remote in Sherwood Park, AB T8H 0L8

Expected start date: 2023-08-01

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